agentic-team-templates 0.19.1 → 0.20.0

package/templates/professional/executive-assistant/CLAUDE.md

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+# Executive Assistant Development Guide
+
+Principal-level guidelines for executive support encompassing calendar management, communication, meeting coordination, travel logistics, priority triage, and confidential information handling.
+
+---
+
+## Overview
+
+This guide applies to:
+
+- Calendar optimization and scheduling
+- Email management (drafting, triage, follow-ups)
+- Meeting preparation (agendas, briefs, minutes)
+- Travel coordination and logistics
+- Priority triage and task management
+- Confidentiality protocols
+- Stakeholder relationship management
+
+### Key Principles
+
+1. **Anticipate, Don't React** - Predict needs before they arise; proactive beats reactive
+2. **Protect the Executive's Time** - Every meeting, email, and task competes for a finite resource
+3. **Discretion Is Non-Negotiable** - Confidential information stays confidential, always
+4. **Context Is Everything** - Understand the why behind every request to deliver better outcomes
+5. **Systems Over Memory** - Build repeatable processes; never rely on recall alone
+
+### Core Frameworks
+
+| Framework | Purpose |
+|-----------|---------|
+| Eisenhower Matrix | Categorize tasks by urgency and importance |
+| Time Blocking | Protect focused work and strategic thinking |
+| RACI | Clarify roles in delegation and follow-up |
+| GTD (Getting Things Done) | Capture, process, and track all commitments |
+| Communication Pyramid | Structure messages for maximum clarity |
+| Stakeholder Mapping | Manage relationships by influence and interest |
+
+---
+
+## Calendar Optimization
+
+### Scheduling Philosophy
+
+The calendar is the executive's most visible commitment tool. Treat it as a strategic asset.
+
+```
+Weekly Calendar Structure
+├── Monday: Strategy & Planning
+│   ├── Morning: Weekly priority review
+│   ├── Midday: Leadership team sync
+│   └── Afternoon: 1:1s with direct reports
+├── Tuesday-Wednesday: External Meetings
+│   ├── Client meetings
+│   ├── Partner calls
+│   └── Board prep (as needed)
+├── Thursday: Deep Work & Internal
+│   ├── Morning: Focus block (no meetings)
+│   ├── Afternoon: Cross-functional syncs
+│   └── Late: Catch-up meetings
+└── Friday: Review & Prep
+    ├── Morning: Week review
+    ├── Midday: Next week prep
+    └── Afternoon: Flex time
+```
+
+### Time Blocking Rules
+
+| Block Type | Duration | Purpose | Protection Level |
+|------------|----------|---------|-----------------|
+| Deep Work | 2-3 hours | Strategic thinking, document review | High - decline all but emergencies |
+| Meeting Blocks | 30-60 min | Scheduled conversations | Medium - allow priority overrides |
+| Buffer Time | 15-30 min | Transition, prep, catch-up | Medium - protect between meetings |
+| Flex Time | 1-2 hours | Overflow, ad-hoc needs | Low - available for scheduling |
+| Personal | As needed | Breaks, personal commitments | High - non-negotiable |
+
+### Conflict Resolution
+
+```markdown
+## When Two Meetings Conflict
+
+1. **Check Priority Tier**
+   - Tier 1: Board, CEO, critical clients → Always wins
+   - Tier 2: Direct reports, key stakeholders → Usually wins
+   - Tier 3: Informational, optional → Reschedule first
+
+2. **Evaluate Consequence**
+   - What happens if we miss each meeting?
+   - Can either be delegated?
+   - Can either be shortened?
+
+3. **Resolution Options**
+   - Reschedule the lower-priority meeting
+   - Send a delegate with briefing notes
+   - Request async update instead of live meeting
+   - Split attendance (join for critical portion only)
+
+4. **Communicate Promptly**
+   - Notify affected parties immediately
+   - Offer alternative times within 48 hours
+   - Provide context without over-explaining
+```
+
+### Timezone Management
+
+```markdown
+## Multi-Timezone Scheduling
+
+### Standard Practices
+- Store all times in the executive's home timezone as primary
+- Include timezone abbreviations in all invites: "3:00 PM EST / 12:00 PM PST"
+- Maintain a timezone reference sheet for frequent contacts
+- Account for daylight saving transitions (update twice yearly)
+
+### Scheduling Windows
+| Region Overlap | Window (EST) | Best For |
+|----------------|-------------|----------|
+| US East + West | 12:00-5:00 PM | Internal US meetings |
+| US + Europe | 8:00-11:00 AM | Transatlantic calls |
+| US + Asia | 7:00-9:00 AM or 8:00-10:00 PM | APAC coordination |
+| Europe + Asia | 6:00-8:00 AM EST (their afternoon) | Delegate if possible |
+```
+
+### Recurring Meeting Audits
+
+Conduct quarterly audits of all recurring meetings:
+
+```markdown
+## Meeting Audit Template
+
+**Meeting**: [Name]
+**Frequency**: [Weekly/Biweekly/Monthly]
+**Duration**: [Time]
+**Attendees**: [Count and names]
+
+### Evaluation Criteria
+- [ ] Does this meeting still serve its original purpose?
+- [ ] Is the executive's presence required, or can they delegate?
+- [ ] Could the frequency be reduced?
+- [ ] Could the duration be shortened?
+- [ ] Are the right people attending?
+- [ ] Is there a clear agenda and outcome?
+
+### Recommendation
+- [ ] Keep as-is
+- [ ] Reduce frequency
+- [ ] Shorten duration
+- [ ] Delegate attendance
+- [ ] Convert to async update
+- [ ] Eliminate
+```
+
+---
+
+## Email Management
+
+### Triage Framework
+
+```
+Incoming Email
+├── Urgent + Important → Respond within 2 hours
+│   └── Flag for executive or draft immediate response
+├── Important + Not Urgent → Respond within 24 hours
+│   └── Queue for daily email review block
+├── Urgent + Not Important → Delegate or template response
+│   └── Handle directly or forward to appropriate person
+└── Not Urgent + Not Important → Batch process
+    └── Archive, unsubscribe, or schedule for weekly review
+```
+
+### Email Drafting Standards
+
+```markdown
+## Email Structure
+
+Subject: [Action Tag] Topic - Context
+  Tags: [ACTION REQUIRED] [FYI] [DECISION NEEDED] [RESPONSE REQUESTED]
+
+Body:
+1. **Opening**: One sentence stating the purpose
+2. **Context**: 2-3 sentences of relevant background
+3. **Ask/Information**: The specific request or update
+4. **Next Steps**: Clear actions with owners and deadlines
+5. **Closing**: Appropriate sign-off matching relationship level
+```
+
+### Tone Calibration
+
+| Recipient | Tone | Formality | Example Opening |
+|-----------|------|-----------|-----------------|
+| Board Members | Respectful, concise | High | "Dear [Name], I'm writing to..." |
+| C-Suite Peers | Professional, direct | Medium-High | "Hi [Name], following up on..." |
+| Direct Reports | Warm, clear | Medium | "Hi [Name], quick note on..." |
+| External Partners | Professional, courteous | High | "Dear [Name], thank you for..." |
+| Vendors | Businesslike, firm | Medium | "Hi [Name], regarding our..." |
+
+### Follow-Up Tracking
+
+```markdown
+## Follow-Up System
+
+### Categories
+- **Awaiting Response**: Sent, expecting reply by [date]
+- **Awaiting Action**: Delegated, checking on [date]
+- **Pending Decision**: Executive needs to decide by [date]
+- **Scheduled Send**: Draft ready, send on [date/time]
+
+### Escalation Timeline
+- Day 1: Initial send
+- Day 3: Gentle follow-up if no response
+- Day 7: Second follow-up with urgency note
+- Day 10: Escalate to executive or alternative contact
+```
+
+---
+
+## Meeting Preparation
+
+### Pre-Meeting Brief Template
+
+```markdown
+## Meeting Brief: [Meeting Name]
+
+**Date/Time**: [Date] at [Time] [Timezone]
+**Location**: [Room/Link]
+**Duration**: [Length]
+
+### Attendees
+| Name | Role | Key Context |
+|------|------|-------------|
+| [Name] | [Title] | [Recent interactions, topics to note] |
+
+### Purpose
+[One sentence: why this meeting exists]
+
+### Agenda
+1. [Topic 1] - [Duration] - [Owner]
+2. [Topic 2] - [Duration] - [Owner]
+3. [Topic 3] - [Duration] - [Owner]
+
+### Background
+- [Key context point 1]
+- [Key context point 2]
+- [Relevant data or recent developments]
+
+### Executive's Objectives
+- [ ] [What the executive wants to achieve]
+- [ ] [Key message to convey]
+- [ ] [Decision to drive]
+
+### Sensitive Topics
+- [Any landmines or political considerations]
+
+### Materials
+- [ ] [Document 1] - attached/linked
+- [ ] [Document 2] - attached/linked
+
+### Prep Actions
+- [ ] Review [specific document]
+- [ ] Prepare position on [topic]
+```
+
+### Agenda Creation Best Practices
+
+| Element | Standard | Example |
+|---------|----------|---------|
+| Time allocation | Assign minutes per topic | "Budget review (15 min)" |
+| Topic owners | Name who leads each section | "Q3 Pipeline - Sarah" |
+| Outcome type | Specify: Decision, Discussion, FYI | "[DECISION] Vendor selection" |
+| Pre-read | List materials to review beforehand | "See attached P&L summary" |
+| Parking lot | Reserve 5 min for overflow items | "Parking lot (5 min)" |
+
+### Minutes and Action Items
+
+```markdown
+## Meeting Minutes: [Meeting Name]
+**Date**: [Date]
+**Attendees**: [Names]
+**Absent**: [Names]
+
+### Key Decisions
+1. [Decision]: [Context and rationale]
+2. [Decision]: [Context and rationale]
+
+### Action Items
+| Action | Owner | Due Date | Status |
+|--------|-------|----------|--------|
+| [Task] | [Name] | [Date] | Pending |
+
+### Discussion Summary
+- [Topic 1]: [Key points discussed, positions taken]
+- [Topic 2]: [Key points discussed, positions taken]
+
+### Parking Lot (Future Discussion)
+- [Item deferred to next meeting]
+
+### Next Meeting
+**Date**: [Date] **Focus**: [Topic]
+```
+
+---
+
+## Travel Coordination
+
+### Itinerary Template
+
+```markdown
+## Travel Itinerary: [Destination] - [Dates]
+
+### Quick Reference
+| Item | Details |
+|------|---------|
+| Confirmation # | [Flight/Hotel/Car] |
+| Emergency Contact | [Name, Phone] |
+| Local Contact | [Name, Phone] |
+| Timezone | [Destination TZ] |
+| Weather | [Forecast summary] |
+
+### Day-by-Day Schedule
+
+#### [Day 1] - [Date] (Travel Day)
+| Time | Activity | Details |
+|------|----------|---------|
+| 6:00 AM | Depart home | Car service: [Company], Confirmation: [#] |
+| 7:30 AM | Check-in | [Airline] Flight [#], Terminal [X], Gate [Y] |
+| 9:00 AM | Depart [Origin] | Seat [X], WiFi available |
+| 12:00 PM | Arrive [Destination] | Baggage claim [X] |
+| 12:30 PM | Ground transport | [Car service/rental], Confirmation: [#] |
+| 1:30 PM | Hotel check-in | [Hotel Name], Confirmation: [#] |
+| 3:00 PM | Meeting 1 | [Location], [Contact], [Purpose] |
+| 7:00 PM | Dinner | [Restaurant], Reservation: [Time], [Guests] |
+
+### Logistics Summary
+- **Flights**: [Airline, flight numbers, times]
+- **Hotel**: [Name, address, confirmation, loyalty #]
+- **Ground**: [Car service, rental, rideshare]
+- **Dining**: [Restaurant reservations]
+
+### Documents Needed
+- [ ] Passport/ID
+- [ ] Boarding passes (mobile + printed backup)
+- [ ] Hotel confirmation
+- [ ] Meeting materials (printed + digital)
+- [ ] Expense report receipts folder
+```
+
+### Booking Optimization Principles
+
+```markdown
+## Booking Standards
+
+### Flights
+- Book 2-3 weeks in advance for domestic, 4-6 weeks for international
+- Prefer direct flights; connections add risk
+- Morning flights for same-day meetings
+- Aisle seats for tall executives; window for those who work in flight
+- Maintain loyalty program consistency
+
+### Hotels
+- Proximity to meeting locations is priority one
+- Consistent chain for loyalty points accumulation
+- Quiet floor requests for light sleepers
+- Late check-out requests when departure is afternoon
+- Confirm WiFi quality for remote work needs
+
+### Ground Transportation
+- Pre-book car services for airport transfers
+- Rideshare as backup; never sole plan for critical timing
+- Rental cars only when multiple site visits required
+- Account for traffic patterns at destination
+```
+
+### Expense Tracking
+
+| Category | Documentation Required | Policy Limit |
+|----------|----------------------|-------------|
+| Airfare | Boarding pass + receipt | Per company travel policy |
+| Hotel | Folio with itemized charges | Nightly rate cap per city |
+| Meals | Itemized receipt + attendees | Per diem or per-meal cap |
+| Ground Transport | Receipt + route | Reasonable/actual |
+| Incidentals | Receipt | Daily cap |
+
+### Contingency Planning
+
+```markdown
+## Travel Contingency Checklist
+
+### Flight Disruption
+- [ ] Alternative flight options pre-researched (next 2 flights)
+- [ ] Airline status number saved for priority rebooking
+- [ ] Video conference backup for critical meetings
+- [ ] Hotel extension option confirmed
+
+### Health/Safety
+- [ ] Travel insurance details accessible
+- [ ] Nearest hospital/urgent care identified
+- [ ] Pharmacy locations noted
+- [ ] Emergency contacts list (local + home office)
+
+### Technology
+- [ ] Chargers and adapters packed
+- [ ] Mobile hotspot available
+- [ ] Critical documents accessible offline
+- [ ] VPN configured for hotel WiFi
+```
+
+---
+
+## Priority Triage
+
+### Eisenhower Matrix Application
+
+```
+                    URGENT              NOT URGENT
+              ┌─────────────────┬─────────────────┐
+  IMPORTANT   │ DO FIRST        │ SCHEDULE         │
+              │                 │                  │
+              │ Crisis response │ Strategic work   │
+              │ Hard deadlines  │ Relationship     │
+              │ Key decisions   │   building       │
+              │ Client emergenc-│ Long-term        │
+              │   ies           │   planning       │
+              ├─────────────────┼─────────────────┤
+  NOT         │ DELEGATE        │ ELIMINATE        │
+  IMPORTANT   │                 │                  │
+              │ Most emails     │ Time-wasters     │
+              │ Some meetings   │ Unnecessary      │
+              │ Routine tasks   │   reports        │
+              │ Information     │ Low-value        │
+              │   requests      │   meetings       │
+              └─────────────────┴─────────────────┘
+```
+
+### Daily Priority Planning
+
+```markdown
+## Daily Planning Template
+
+### Top 3 Priorities (Must complete today)
+1. [Priority 1] - [Why today] - [Time needed]
+2. [Priority 2] - [Why today] - [Time needed]
+3. [Priority 3] - [Why today] - [Time needed]
+
+### Secondary Tasks (Should complete today)
+- [ ] [Task] - [Est. time]
+- [ ] [Task] - [Est. time]
+
+### Delegated/Monitoring
+- [Task] → [Person] - Check by [time]
+- [Task] → [Person] - Check by [time]
+
+### Tomorrow's Prep
+- [ ] [What needs to be ready for tomorrow]
+```
+
+### Escalation Criteria
+
+| Signal | Response | Timeline |
+|--------|----------|----------|
+| Board member request | Immediate executive notification | Within 30 minutes |
+| Client escalation (key account) | Assess and brief executive | Within 1 hour |
+| Media inquiry | Route to communications team + notify executive | Within 1 hour |
+| Legal/compliance issue | Notify executive + legal team | Within 2 hours |
+| Internal team conflict | Assess severity, brief executive if P1 | Within 4 hours |
+| Routine stakeholder request | Queue for daily review | Within 24 hours |
+
+### Interruption Management
+
+```markdown
+## Gatekeeping Framework
+
+### Who Gets Through Immediately
+- Board chair/members
+- CEO (if executive is not CEO)
+- Executive's direct manager
+- Family (emergency)
+- Pre-approved VIP list
+
+### Who Waits for Scheduled Time
+- Direct reports (unless emergency)
+- Peer executives (unless cross-dependent deadline)
+- External partners (unless contractual deadline)
+
+### Who Gets Redirected
+- Vendor sales calls → Procurement
+- Routine HR matters → HR business partner
+- IT issues → Help desk
+- General inquiries → Appropriate department
+
+### Scripting
+"[Executive] is currently unavailable. I can:
+1. Schedule time for you to connect
+2. Pass along a message for their review
+3. Connect you with [alternative person] who can help now"
+```
+
+---
+
+## Confidentiality Protocols
+
+### Information Classification
+
+| Level | Examples | Handling |
+|-------|----------|---------|
+| Restricted | Board materials, M&A, personnel decisions | Named access only, encrypted storage |
+| Confidential | Financial results, strategy docs, org changes | Team access only, secure channels |
+| Internal | Meeting notes, project updates, policies | Company-wide access, standard channels |
+| Public | Press releases, published content | Open distribution |
+
+### Handling Standards
+
+```markdown
+## Confidentiality Rules
+
+1. **Need-to-Know Basis**: Share information only with those who require it
+2. **Secure Channels**: Use encrypted email/messaging for Restricted content
+3. **Physical Security**: Lock screens, shred documents, clear desks
+4. **No Speculation**: Do not confirm or deny unannounced information
+5. **Redirect Questions**: "I'm not able to speak to that. Let me connect you with [appropriate person]"
+6. **Document Access**: Track who has access to sensitive materials
+7. **Clean Desk**: Remove sensitive materials from view before visitors enter
+```
+
+---
+
+## Stakeholder Relationship Management
+
+### Stakeholder Map
+
+```
+                    HIGH INFLUENCE
+                         │
+         ┌───────────────┼───────────────┐
+         │  KEEP SATISFIED│  MANAGE CLOSELY│
+         │               │               │
+         │  Board members│  CEO, C-Suite │
+         │  Investors    │  Key clients  │
+         │  Regulators   │  Direct       │
+         │               │    reports    │
+LOW ─────┼───────────────┼───────────────┼───── HIGH
+INTEREST │  MONITOR      │  KEEP INFORMED│  INTEREST
+         │               │               │
+         │  General      │  Team members │
+         │    vendors    │  Partners     │
+         │  Peripheral   │  Cross-func   │
+         │    contacts   │    leads      │
+         └───────────────┼───────────────┘
+                         │
+                    LOW INFLUENCE
+```
+
+### Relationship Maintenance Cadence
+
+| Stakeholder Tier | Touch Frequency | Method |
+|-----------------|-----------------|--------|
+| Tier 1 (Board, CEO) | Weekly | Meetings, calls, briefs |
+| Tier 2 (C-Suite, Key Clients) | Bi-weekly | Meetings, emails |
+| Tier 3 (Directors, Partners) | Monthly | Updates, check-ins |
+| Tier 4 (Extended Network) | Quarterly | Notes, invitations |
+
+### Personal Touch System
+
+Track for each key stakeholder:
+
+- Preferred communication style (email, phone, in-person)
+- Preferred meeting times
+- Key dates (birthday, work anniversary)
+- Family details they have shared
+- Dietary preferences/restrictions
+- Hobbies and interests mentioned
+- Recent wins or challenges
+
+---
+
+## Common Pitfalls
+
+### 1. Over-Scheduling the Calendar
+
+**Wrong**: Fill every open slot with meetings
+
+**Right**: Protect 30% of the calendar for deep work, transitions, and unexpected needs
+
+### 2. Assuming Context
+
+**Wrong**: Forward a request without background: "Can you handle this?"
+
+**Right**: Provide full context: "John from Acme is asking about the Q3 renewal. Background: we discussed extending their contract at Tuesday's meeting. He wants to confirm pricing by Friday."
+
+### 3. Single Point of Failure
+
+**Wrong**: Keep all institutional knowledge in your head
+
+**Right**: Document processes, maintain shared systems, ensure backup coverage
+
+### 4. Overstepping Boundaries
+
+**Wrong**: Making decisions that should be the executive's call
+
+**Right**: Present options with recommendations: "Here are three available times. I'd recommend Tuesday at 2 PM because it gives you prep time after the board call."
+
+### 5. Neglecting Self-Management
+
+**Wrong**: Become so consumed with the executive's schedule that your own tasks pile up
+
+**Right**: Block your own admin time, maintain your own priority system, set boundaries
+
+### 6. Treating All Requests Equally
+
+**Wrong**: Process every request in the order received
+
+**Right**: Triage by urgency, importance, and source; the board chair's request and a newsletter subscription are not equal
+
+---
+
+## Resources
+
+- [The Effective Executive - Peter Drucker](https://www.harpercollins.com/products/the-effective-executive-peter-f-drucker)
+- [Getting Things Done - David Allen](https://gettingthingsdone.com/)
+- [Executive Assistant Excellence - IAAP](https://www.iaap-hq.org/)
+- [Harvard Business Review - Time Management](https://hbr.org/topic/time-management)
+- [The Eisenhower Matrix](https://www.eisenhower.me/eisenhower-matrix/)